Includes: Ordering Setting up Selection Lists What's on ipage Managing Your Relationship with Ingram Through ipage

Transcription

1 Includes: Ordering Setting up Selection Lists What's on ipage Managing Your Relationship with Ingram Through ipage

2 Welcome to ipage, Ingram Library Services total online solution for your library's needs. ipage gives you the ability to search for products from books to videos, order those products, and even manage your account with Ingram Library Services. Here's a quick overview of everything you can do on ipage and how to do it. For complete information, click on the FAQ/Site Help link at the top of any ipage screen. Table of Contents Table of Contents 2 Logging into ipage 3 Clicks on Every Page 3 Tabs 3 Top of pages 4 Simple Search 4 Your Account Information 5 ipage Home Page 6 Home Page Left 6 Home Page Center 6 Home Page Right 7 Searching for a Product on ipage 8 Simple Search 8 Power Search-for Advanced and Professional Level Subscribers 8 Refining Your Search Results 9 Saving Searches 9 Selection Lists 10 Creating a Selection List 10 Using the Quotes Online Feature of Selection Lists 11 Lists of Bestsellers and Award Winners 13 Order 14 Selection List Ordering 14 Do Not Exceed Ordering 16 Hard-To-Find Books 17 Quick Order 17 Account Management 18 Library Info and Account Info 18 Returns 18 How to Change Your Password (and Other Important Tasks) 19 Changing Your Password 19 Changing Information 19 Can't Login to ipage? 19 Resources for More ipage Information 20 FAQ/Site Help 20 New Features of ipage 20 ipage Quick Help Guides 20 Order Questions? 20 How to Contact Ingram from ipage 20 How to Upgrade Your ipage Subscription 20 2

3 Logging into ipage To log into ipage, go to ipage.ingrambook.com. Enter your UserID and password on the login page. Remember, your password is case-sensitive. If you've forgotten your password, click that link for directions. If you don't want to have to login every time you come to ipage, click the box labeled Remember my UserID & password. Before you do, however, please read Login Help under the login boxes. You can also find that login help information in ipage Site Help. Once you log in, you arrive at the ipage Home Page, the gateway to all ipage functions. Note: ipage subscriptions are available at different pricing and feature levels, with more extensive functions available with paid subscriptions. Some of the features this document discusses may not be included in your subscription. Additionally, users may be assigned specific access (roles) by their library's ipage administrator, and this may affect whether you can order, access financial information, or see advanced functions. Currently, ipage offers Basic, Advanced, and Professional levels of subscription. Clicks on Every Page Tabs ipage uses a tab system as navigation on the site. Click the tabs at the top of each page to go anywhere in ipage. Browse & Search groups search functions in one central location. From here, you can search for forthcoming products, audiobooks, or Hard-to-Find books. Subscribers to the more extensive ipage functions can also Browse by Category and Browse by Theme, as well as access other search options, like Power Search. The Collection Development tab contains headings with resources to enhance your adult, youth, and video materials collections. Under the Merchandising section you'll find lists recommended by our team of MLS-degreed librarians. On this page you'll also find lists of award winners and the In the News archive. If you subscribe to higher levels of ipage, you also see publicity information on authors' book tours, movie and TV tie-ins, bestseller lists, and more. Under the Order tab, you check the status of your orders, place an order through a selection list, and create a selection list that you can save, keep with notes, or use to place an order. When you choose the Acquisitions Status function under this tab, you can look at All Open Items, get an Open Purchase Order Summary, or look at the Backordered Items, Recently Shipped Orders, ipage Order History, or the Hard-to-Find Books Order Status. Account Management is one of ipage's most powerful tabs. From it, you see information about your library and your account. You also pay online, create returns, and check the status of returns you've made. The Reports tab gives you the ability to see different reports from discontinued titles to Master Profiles and Backorders for your standing orders. 3

4 Under the Programs & Catalogs tab, you find a list of the programs that Ingram Library Services offers, as well as information on catalogs. These include: Top of pages Standing Order Programs Cataloging and Processing Automation interface information. Newsletter sign up and management Online catalogs. (Some of Ingram's catalogs are online. Click Trade Publications to see which ones are available. The page will say Browse Catalog if it has an online version. Click Browse Archived Catalog(s) to see previous editions.) The top of every page contains links to key sections of the site. Clicking Home always returns you to the Home Page. Clicking Selection Lists takes you to a page where you can manage your Selection Lists. You can create a new list; merge lists; recover deleted lists; review order history; and view, order, edit, check for duplicates, download, or delete a selection list or order. Change Settings takes you to the administrative section of ipage. From here, you can edit your profile--the information and settings for your individual preferences for ipage. ipage administrators can also adjust the ipage settings for their entire account and maintain the list of their ipage users. FAQ/Site Help accesses the Site Help, Frequently Asked Questions, and Contact Us (direct e- mail to us) sections. Logout ends your ipage session. You should always exit ipage by using this link, rather than just closing your browser. Unless you click Logout, ipage keeps you recorded as online. Simple Search From any page, you can do a Simple Search at any time. Simple Search appears just beneath the tabs. While Advanced and Professional subscribers have more Simple Search options than Basic subscribers, the underlying principles are the same. 1. Select the type of product for which you want to look. 2. Select the criteria you wish to use [Title (Keyword), ISBN, EAN, etc.]. 3. Enter the word, words, or numbers to search for. 4. If you're an Advanced or Professional subscriber, select the database to search: Ingram Active--all titles currently stocked by Ingram--or Ingram Extended--all titles in our database, including the Ingram Active titles. 5. Click Search. ipage presents your results in a list where you have the option to view individual products, download or the list, or add items to a selection list. To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. 4

5 Your Account Information In the center of the top of every page, you see the name of your library, account #, ipage subscription level (Basic, Advanced, or Professional), your UserID name, and a link to change users. Clicking your account number takes you to a page where you can switch to other accounts (if you've been given access to other accounts by your library's ipage administrator). Clicking the level will display a chart of all ipage features. You can see what features are available at your present level and which features are available at other levels. Note: Basic is our free service. Our paid subscriptions are called Advanced and Professional. Sometimes, even though your subscription is a paid one, you may only be able to log into ipage at the Basic level. This is because your library has chosen to have only a set number of paid users accessing ipage at the same time. If that limit is reached before you log in, you are logged in as a Basic subscriber. The next time you log in, however, you will go back to your usual level if other users have logged out. Click the Change User link and you'll automatically go to the login screen, where you can log in again or switch users if needed. 5

6 ipage Home Page The Home Page is the gateway to everything on ipage. From it, you go to or perform every function available on ipage. Home Page Left This section of the Home Page contains direct links to locations and products of interest. Shortcuts directly link to some of the most requested parts of ipage. Featured Shortcuts highlight special functions or features on ipage. The Build a Promotion link offers customizable print media you can use for title displays. Lists to the Side link you to popular and useful lists of products available from Ingram. These lists change frequently. There are separate Lists to the Side for books and video. Click More Lists to the Side for... to view the additional lists in each category. Home Page Center This section includes information about products in the media or of special interest. Click headlines or anything underlined, and you'll link to more information or titles. Click the words In the Spotlight or In the News to see a full list of all current items. Inside Ingram contains important information about working with Ingram, new service information, and helpful hints. In the Spotlight features promotional materials. These can change each time you view the Home Page, so you may see different items In the Spotlight each time you log in. In the News provides the latest news about books and products in the media. The items listed change daily, so you have the most up-to-date news each time you log in. 6

7 Home Page Right In this area, Ingram puts notices of new functions and enhancements to ipage, special offers, tips on better use of ipage, and other information to help you serve your patrons. 7

8 Searching for a Product on ipage To order a product, you have to find it first. ipage has two main methods for searching: Simple Search and Power Search. Simple Search Simple Search appears just beneath the tabs on every page in ipage. It is available to all ipage users. While Advanced and Professional subscribers have more search options than Basic subscribers, the underlying principles are the same. 1. Select the type of product for which you want to look. 2. Select the criteria you wish to use [Title (Keyword), ISBN, EAN, etc.]. 3. Enter the word, words, or numbers for which you want to search. 4. If you're an Advanced or Professional subscriber, select the database to search (Ingram Active or Ingram Extended). 5. Click Search. ipage presents your results in a list where you can add them to selection lists or view the individual products. You can also sort results by selecting an option from the Sort by: dropdown menu or clicking one of the column headings. To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. Power Search-for Advanced and Professional Level Subscribers Power Search is the most powerful search tool available through ipage. With it, you can search by multiple criteria, from the exact title down to type of binding. It is only available to our Advanced and Professional subscribers, and only searches for books. To do a Power Search: 1. Click the Browse & Search tab, then Power Search. 2. Type or select different search criteria in the text and dropdown boxes on the Power Search page. 3. Click Search. 8

9 ipage presents your results in a list where you can view the individual products, add them to selection lists, or add them to your Quick Order cart. To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. Refining Your Search Results To the left of your results, you will be provided a list of the dimensions that you may utilize to refine your search. Above the list of dimensions, you will see a box for searching within your results. Enter your search words and click the Search button. You can further refine your results as needed, using the dimensions and search feature located on the left. Saving Searches You will find a Save Search link on all search results pages. By clicking this link, ipage will save your search criteria, allowing you to quickly rerun the search whenever needed. 9

10 When you click the Save Search link, you will be prompted to name your search (required) and to enter a Description for the search (optional). You can also save the search as a replacement for an existing search by selecting the search Name from the Replace an Existing Search drop-down box. To access your saved searches, go to the Browse & Search tab and click the Saved Searches link, located under the Search header on this page. You can also access Saved Searches via a Shortcuts link on the ipage homepage (left side). NOTE: Saved Searches are saved for 13 months from the last accessed date. Selection Lists Selection Lists allow you to set up orders or create lists for review later. As you browse for products on ipage, you can add them to a selection list. This selection list becomes the basis for your ipage order. Creating a Selection List 1. To create a new list, click Selection Lists in the top right-hand corner of any page, under the Shortcuts section of Home Page Left, or on the Order tab. You may also click List/Order Options near the top of any Search Results page or Selection List Options near the top of any Product Detail page. Click Create New List under the Selection List Easy Clicks section. Note: You can create a new selection list as an empty list (no products in it). 2. Type the name of the list in the Name box and select whether you want to create a Private List, Public List, or Shared List. Public--viewable to anyone on your ipage account. Private--viewable only to you and your library's ipage administrator. 10

11 Shared--viewable by anyone on your Ship To account. 3. You can add items to this selection list by entering product codes in the Enter Product Codes box (you can cut and paste from a document or enter them manually). Separate different product codes with a comma or a space (not both). For example, you would enter product codes as , or or uploading a.txt file. The.txt file must contain product codes only (no text, headers, titles, etc.). When you format the file prior to uploading, please omit these elements and format the data so that each product code is on a separate line. Click the Browse button to scan your computer for a file to upload. 4. Type any notes in the Note box. 5. Click Create. (Click Reset if you need to clear the information and start over.) You receive a message confirming the new list creation. Note: If you created a list with products in it, the confirmation message gives you options of viewing the new list, performing a duplicate check, downloading the list, or ordering the list. (For more information about these choices, see the Site Help section for each option.) Using the Quotes Online Feature of Selection Lists Using the ipage Selection List function, you can make an online request that Ingram compile a quote for a proposed order. ipage will compile the quote and display it online. The quote will not include value-added fees or shipping costs, but will include the cost of the items you wish to order. From the quote, you can either order it as is or delete it and have the order re-quoted with changes. To request a quote: 1. Go to the Selection List function from the Order tab, in the top right-hand corner of any page, or from the Home Page Shortcut. 2. Either create a new selection list to be quoted or edit an existing one. 3. Click the button labeled Get Quote. 4. Users with the role of Quotes Requestor have the ability to request (submit) and view a quote while still being denied ordering rights. By accessing the Account Management tab, your ipage administrator may assign this role to users. 5. On the next page, input a purchase order number and your ipage password as if the quote were an order. Warehouse and shipping instructions will default to your standard selections. Click Continue. 11

12 6. On the next page, you can review the information regarding this quote. If it is as you wish it, click Request Quote. 7. Please allow up to one full business day for your quote to appear on ipage. 8. To check the status of the quote, click View Quotes under the Order tab. To view a quote: 1. Go to the Order tab. Click View Quotes. 2. On the list of quotes that appears, select the quote you wish to view. If you only have one quote available, you will go to directly to it without seeing a list of quotes. 3. Review the quote. 4. If you wish to place the quote as an order, click Release/Ship. 5. If you wish to change the quote, click Delete. Then you must re-submit the quote request using the selection list process outlined above. Note: While all users on your ipage account can view quotes, only those with ordering rights can release or delete the quote. 12

13 Lists of Bestsellers and Award Winners To assist you with selecting product to order, ipage offers many pre-defined lists of items. For example, ipage subscribers at the Advanced and Professional levels can see lists of bestsellers, from publications such as Publishers Weekly and the Washington Post, and award winners, like the Newbery and Pulitzer. Click the Collection Development tab. Under the Merchandising section you'll find lists recommended by our team of MLS-degreed librarians. At the bottom of the page are links to award winners and bestsellers for both Ingram and Spring Arbor (Christian market), as well as other valuable lists of products. You also find lists of products of interest on Home Page Left under the heading of Lists to the Side. 13

14 Order The most important function on ipage is the ability to order online. If your account has not been set up to order, contact Electronic Ordering at or call 1 (800) You have four options for ordering: Selection List Ordering Do Not Exceed Ordering Hard-to-Find Books Quick Order Selection List Ordering Create or choose a selection list. (See Creating a Selection List on page 10.) 1. Click the Selection List Icon on the ipage header, click Selection Lists under the Shortcuts section on the left side of the home page or go to the Order tab and click the Selection List link. 2. Once in the Selection List section, click the Edit button under the list you wish to order. 3. Review your list for accuracy and to adjust any quantities. If you make any changes, click Update Page. 4. When the list is how you want it, click the Order button. 14

15 5. At the next screen, choose your order method. Click Continue. 6. Complete the Order Details form to set up your shipping, warehouse, and backorder requirements. Enter your Customer PO Number and ipage Password and click Continue. 7. This will take you to the Order Confirmation page where you will be given one more opportunity to review your order. If you need to make changes, click Back. If everything is the way you want it, click Confirm Order. 8. You will receive an confirming that your order has been placed. 15

16 Do Not Exceed Ordering ipage now includes an easy way to let you put a spending/ordering cap on a specific order. This Do Not Exceed ordering function is easy to use. You simply create a selection list or Quick Order on ipage and proceed to order it. Then as you are placing the order, you input a whole dollar amount that serves as your maximum cost allowed on that order. As Ingram processes your order, it will keep a running total on the cost (including your specific discounts, services, and anticipated shipping charges). If the estimated cost of your order reaches this amount, remaining items over the dollar amount will be cancelled from the order. 1. You'll go to a page labeled with the selection list name and displaying a table with the estimated order totals. Under the Order Details section of the page, you enter information such as your preferences for which warehouse to ship from, whether or not you want the item backordered (and the backorder cancel date if appropriate), an optional promotion code, and your shipping instructions. 2. You'll also see a field labeled Optional Do Not Exceed Amount. Enter a whole dollar amount which you want to serve as t he order spending limit. Add your PO number and ipage password, and click Continue. 3. The next page presents a summary of the order. Review it, and click Confirm Order. We will process the order and keep track of its cost. If necessary, we will delete items from the order if the total cost exceeds your specified Do Not Exceed amount. 4. Your order confirmation will display complete details on what will be shipped and what items were dropped due to the Do Not Exceed feature. The estimated cost will reflect your account's specific discounts, charges for value-added services (where applicable), and projected shipping fees. To use the Do Not Exceed function, create a selection list or Quick Order, being careful to put the top priority items first in the list while you're creating it. Then while in a selection list or from Quick Order, click the Order button. 16

17 Hard-To-Find Books To order a book that is out of print, click Hard-To-Find Books Search under Shortcuts on Home Page Left or click Hard-to-Find Books Search under the Browse & Search tab. Enter your search information. From the results page, you add the book to your Hard-to-Find Books selection list. Order using that selection list and following the procedure listed above. Note: Hard-to-Find Books have different criteria and shipping methods than standard Ingram orders. For complete details, check the Terms of Sale on the Title Detail page or go to ipage FAQ/Site Help. Quick Order Quick Order allows you to order multiple products without creating a selection list. 1. On any page, click the Quick Order icon in the upper righthand corner. You can also add items to your Quick Order cart from search results or the Product Detail page. 2. On the Quick Order entry page, enter product codes and quantities. Click Add after entering each product code and quantity. As you enter each product, the page updates with the products and quantities you've entered. 3. You can change quantities, delete an item if needed, and print the order. You can also sort your order into various configurations to meet your needs. For any changes you make, click Update Page. When you finish reviewing and editing your Quick Order, click Order. 4. Once you click Place Order, ipage takes you to the Order Method page (see next section). Fill out all the applicable information, including the Customer PO Number and your ipage Password. When you complete the form, click Continue. 5. This takes you to an order confirmation page. To make changes, click Back to return to the Order Method page. Click Confirm Order if your order is accurate. Your order will then be complete, and you will receive a confirmation . 17

18 Account Management You manage your account with us in this area of ipage. Library Info and Account Info In these sections, you check on information associated with your account, including users and contacts for orders and credits. You also see financial information (invoices, credit memos, and open items for your account). Your library's ipage administrator must give you access to these functions. Returns At Create Returns and Returns Status, you Create returns for merchandise Check the status of a return Report Shortages gives you the opportunity to report any product not received. 18

19 How to Change Your Password (and Other Important Tasks) Changing Your Password If you want to change your password to something easier to recall, go to Change Settings in the top righthand corner of any page. Click User Settings. On the form displayed, enter your current password in the Old Password box. Then choose a new password, one you can more easily remember. Your password must contain at least one number. Remember that your password must be typed exactly as created, so note how you capitalize letters. Put it in New Password. Re-enter it to confirm, and click Update. Changing Information If you need to change your ipage user information and options, click Change Settings in the top right-hand corner, then click User Settings on the navigation bar below. You then change your personal preferences for how ipage displays for you (ipage Profile Information, Search Options, and Selection List Options). You should also change your address here whenever it changes. ipage s users with order confirmations and other important communications, so it's important that we have an accurate address for you. Click Update and your information changes. Can't Login to ipage? If you've forgotten either your user ID or your password and can't log into ipage, go to ipage.ingrambook.com. In the login box, click Forgot Your UserID or Password? Enter your address when requested, and an e- mail with the correct userid and password will be sent to the address ipage has on record for you. If a userid or password cannot be determined, the user will be directed to call or Technical Support at icstechsupport@ingrambook.com for help. 19

20 Resources for More ipage Information FAQ/Site Help FAQ/Site Help offers all the information on how to use ipage. FAQ displays frequently asked questions (and their answers) about doing business with Ingram. Site Help shows you how to work on ipage. From it, you can see how to check your selection lists for duplicates, view invoices and statements, and everything in between. Look for FAQ/Site Help in the upper right-hand corner of every page. New Features of ipage We update ipage features several times a year. To help you keep track of new functions, the New ipage Features section of Site Help lists the most recent changes. ipage Quick Help Guides ipage Quick Help Guides offer tips and instructions for the most commonly used features of ipage. Look for the Quick Help Guides section on Home Page Right. Order Questions? If you have questions about an order, please Electronic Ordering at flashback@ingrambook.com or call 1 (800) How to Contact Ingram from ipage At the bottom of every page is a Contact Us link. Click it and you can Ingram about many subjects. If you have specific technical problems with ipage, Technical Support at icsor call at (800) (U.S.) or (615) (outside techsupport@ingrambook.com U.S.). How to Upgrade Your ipage Subscription If you would like to use the more advanced features of ipage, contact your library's ipage administrator to request an upgrade. If you are the ipage administrator, contact Technical Support at icsor call at (800) (U.S.) or (615) (outside U.S.). You can techsupport@ingrambook.com also go to the ipage login page and select the Registration tab. Make sure to select Change Existing Subscription when you start. Complete a registration form for your new subscription level. 20